Job Description

Administrative Assistant

Schedule: Monday–Friday, 8:00 AM – 5:00 PM
Location: University Hospital | Onsite
Work Arrangement: May be eligible for one remote day per week following successful completion of training

The Administrative Assistant provides comprehensive administrative and technical support to the Radiation Oncology Medical Physics team. This role supports department faculty and directors by coordinating daily operations, managing administrative workflows, and ensuring efficient communication across a multidisciplinary team. Experience supporting leaders in a medical or academic healthcare environment is highly preferred.

Key Responsibilities

• Provide high-level administrative support to approximately 13 faculty members, including the Director and additional faculty, by managing complex calendars, scheduling meetings, and coordinating logistics

• Facilitate daily operations by organizing priorities, tracking action items, and ensuring follow-through on departmental initiatives

• Coordinate schedules, communications, and workflows across a multidisciplinary clinical and academic team

• Process invoices, maintain accurate documentation, and support operational and financial workflows with strong attention to detail

• Serve as a primary point of contact for internal and external inquiries, ensuring professional, timely, and responsive communication

• Independently troubleshoot routine administrative and operational issues, escalating as appropriate

• Support recruitment, onboarding, and related administrative activities as needed

• Identify opportunities for process improvement and contribute to enhancing team efficiency and organization

• Operate with professionalism, discretion, and accountability in a fast-paced, evolving environment

Skills for Success

• Proactive, solutions-oriented, and forward-thinking

• Highly organized with strong follow-through and attention to detail

• Professional, sociable, and confident working independently

• Flexible and adaptable in a constantly changing environment

• Strong communication and interpersonal skills

• Ability to support recruitment and onboarding activities

Qualifications

• High school diploma or GED required

• 0–3+ years of relevant experience; previous administrative experience preferred

• Experience working in a matrix organization or complex work environment is a plus

• Basic proficiency in Microsoft Office (Word, Excel, PowerPoint)

• Indiana University Health has nearly 40,000 team members, including more than 3,600 physicians and 1,200 advanced practice providers, and we’re home to the largest nursing network in Indiana with more than 9,000 nursing team members at over 800 sites of care.
• IU Health is ranked No. 1 in Indiana by U.S. News & World Report, Riley Children's Health is ranked among the top children's hospitals in the country by U.S. News & World Report.
• A unique partnership with the Indiana University School of Medicine – one of the nation’s largest medical schools – gives patients access to groundbreaking research and innovative treatments, and it offers team members access to the latest science and the very best training – advancing healthcare for all.
• With 15 hospitals, including seven with Magnet designation and eight with Pathways to Excellence designation, our team members are leading the way through excellence.
• At Indiana University Health, your personal and professional growth is a top priority. You will have access to many diverse opportunities to learn and develop in meaningful ways that matter most to you, such as advanced clinical training, leadership development, promotion opportunities and cross training development.
• Indiana University Health is invested in the lives of Hoosiers, leading the transformation of healthcare to make Indiana one of the nation’s healthiest states.